Human Resources (HR), Office Administration, Corporate Services, Travel Arrangements, Attention to Detail, Regulatory Requirements, Document Review, Internal Communications, Communication, Development Approvals (Land)
Job description
Location: Pretoria, Brooklyn
Job Type: Full-Time
Salary Range: Market Related
Role description:
The Assistant to the Corporate Services Executive provides high-level administrative, coordination, and operational support to the Corporate Services Executive across the Corporate Services portfolio. The role ensures that key Corporate Services activities are executed efficiently, deadlines are tracked, governance and regulatory requirements are supported, internal communications are coordinated, and that the Executives office functions smoothly.
The incumbent will serve as a central coordination point between the Corporate Services Executive and internal departments, subsidiary offices, external stakeholders, and service providers. The role requires strong organisational ability, discretion, attention to detail, and the ability to manage multiple priorities in a professional and confidential manner.
Key Responsibilities
1. Executive Support & Office Administration
- Provide direct administrative support to the Corporate Services Executive, including diary management, scheduling, meeting coordination, and logistics.
- Prepare and manage meeting packs, briefing notes, agendas, and action lists for internal and external meetings.
- Draft, format, and proofread professional correspondence, memoranda, internal notices, and legal reports.
- Manage filing systems (digital and physical) for Corporate Services documentation, ensuring proper version control and secure storage.
- Monitor priority deliverables and follow up on outstanding actions across the Corporate Services portfolio.
- Assist with travel arrangements, claims submissions, and expense tracking as required.
- Provide administrative and coordination support to the Company Secretary function, including:
- preparing and distributing meeting notices, agendas, and packs;
- tracking submission deadlines for board packs and governance documentation;
- compiling attendance registers and action logs.
- Assist in maintaining statutory and governance records (where applicable), including registers, resolutions, and approved governance documents.
- Support the governance calendar and ensure reminders are issued for upcoming meetings, approvals, and compliance requirements.
- Coordinate signature processes for resolutions, approvals, and governance documentation (manual and electronic signature workflows).
- Provide administrative support to the Legal Department and/or legal matters managed by Corporate Services, including:
- maintaining a contract register and filing signed agreements;
- coordinating with external attorneys, consultants, and service providers where required.
- Assist with preparation of document bundles for litigation, disputes, investigations, disciplinary matters, and legal consultations (where applicable).
- Ensure confidentiality and appropriate handling of sensitive legal documentation at all times.
- Provide administrative coordination support to the HR function, including:
- preparing HR documentation packs (offer letters, onboarding documentation, templates, policies, forms);
- supporting the maintenance of employee records and HR registers where required.
- Assist with internal HR communication distribution (e.g., policy updates, HR circulars, staff notices).
- Support onboarding and offboarding processes by coordinating documentation, access requirements, and administrative checklists (in collaboration with HR and IT).
- Support internal communication initiatives under Corporate Services, including drafting or coordinating:
- internal updates relating to governance, HR, compliance, and policy matters;
- structured communications issued by the Corporate Services Executive.
- Assist with coordinating communication timelines and ensuring consistent messaging and correct approvals before release.
- Liaise with departmental stakeholders to ensure the correct information is collected and communicated timeously.
- Assist in tracking regulatory requirements applicable to the group and subsidiaries, including deadlines, document submission schedules, and required supporting evidence.
- Maintain trackers and status reports for compliance deliverables (e.g., annual returns, governance compliance items, policy sign-offs, training attendance records, FICA/POPIA supporting documentation where applicable).
- Support audit preparation processes by assisting with documentation collation and information requests from internal and external auditors.
- Support Corporate Services projects and strategic initiatives by:
- scheduling project meetings;
- preparing progress updates and reports;
- coordinating document review cycles and approvals.
- Assist in supporting group-wide initiatives that fall under Corporate Services, such as policy implementation, HR system rollouts, governance improvements, and compliance training coordination.
1. Technical / Job-Specific Skills
- Strong administrative and executive support capability (multi-tasking, prioritisation, follow-through).
- Excellent written communication and document drafting/formatting skills.
- Ability to coordinate governance processes and manage sensitive documentation.
- Competent in Microsoft Office (Word, Excel, Outlook, PowerPoint) and document management practices.
- Experience with minute-taking and action tracking is a strong advantage.
- Understanding of corporate governance, HR administration, and compliance support is beneficial.
- High attention to detail and accuracy.
- Professionalism, discretion, and confidentiality (non-negotiable).
- Strong interpersonal skills and ability to work across multiple levels of seniority.
- Proactive, solution-oriented, and able to anticipate Executive support needs.
- Strong time management and ability to work under pressure with deadlines.
- Adaptable and able to handle changing priorities.
1. Qualifications
- Minimum: National Diploma / Degree in Administration, Business Management, Office Management, Legal Administration, HR Administration, or related field.
- A qualification in Governance / Paralegal Studies / HR will be advantageous.
- Minimum 35 years experience in an Executive Assistant / Personal Assistant / Office Administrator role, preferably supporting senior executives.
- Experience in a corporate services environment (legal, governance, HR, compliance, or communications) will be an advantage.
- Demonstrated experience in handling confidential and sensitive matters with professionalism.
- Competitive market related salary and performance-based bonus.
- Retirement benefits
- Opportunities for professional development and growth.
- A collaborative and supportive work environment.
Please submit your CV and a cover letter outlining your experience and interest in the role to:
recruit@subtropico.co.za.
We look forward to hearing from you!
Closure for Applications is 13 February 2026.
If you have not heard from us two weeks after the application closing date, please assume that your application was unfortunately unsuccessful.
